The ultimate guide to switching your HR software

Once you’ve overcome the perceived challenges of switching to a new HR software, it’s time to find a new one. But where do you start?

First, you’ll need to dig out your review of your current provider. The pain points you highlighted as part of your review will inform your wish list when selecting a new provider. Next, follow these important steps.

Do your research

Get Googling. And be sure to ask your connections for recommendations.

You need to figure out who’s out there, what are they’re offering, and how this stacks up against your wish list.

Shortlist three providers

Contact three providers that appear to fit your criteria best. Arrange meetings – face to face, if possible.

You’ll want a detailed chat about what they offer and a demonstration of their software.

If your procurement process requires a Request For Proposal (RFP), make sure it isn’t too long-winded and complex.

A sign of a good provider is if they undertake a detailed fact find of your business, uncovering new areas to make further improvements to HR and payroll processes.

Ask questions about the switch

Given your potential concerns about the ‘hassle’ of switching, you need to understand how each provider will ensure a smooth implementation. You can use our questions (coming up next) to help with this.

Review reputation

Ask if you can speak to any of their current customers for a reference. And check out online review platforms like Trustpilot. What are current customers saying about their software and service?

Another indication of a good reputation is their accreditations, like do they work with CIPD professionals and who maintains their software.

Question data security procedures

This will likely be a top concern for your stakeholders – as it presents a risk to your business. Trustworthy providers will talk about best practice and refer to relevant accreditations and certifications. Examples include the ISO accreditation and Cyber Essentials certified certification.

Get the right people involved

Think about all the system users, as well as the key decision-makers. From an employee using self-service, to the Financial Director who controls the purse strings; would it be beneficial for them to see a software demo as well?

Gaining their feedback from your key stakeholders will help inform your decision.

Use a scorecard

When you’re obtaining the above information, you’ll want to make side-by-side comparisons of your shortlist. This will help you compare the providers against your wish list, and against each other.

To help you with this, we’ve included a handy scorecard example in this guide.

So, you’ve chosen a provider. Now it’s time to think about the switching process.

Some of this will be out of your control – which is why it’s crucial to ask the switching questions upfront as part of your selection process.

Hopefully you’ve chosen a provider who prides themselves on a simple, stress-free switch, and you’ve verified this with some good references from recently onboarded customers.

To help things along at your end, here are some key considerations to ensure your switch goes smoothly.

We know there are businesses out there that are reluctant to switch to a new HR provider.

Perhaps because they’ve previously had a bad experience when switching. But why was that? Well, what process did they follow when switching? For instance, how robust was their selection process? What questions did they ask about the switch itself? And what did they do internally to enable a smooth switch?

If you pick the right provider who can meet the requirements of your business, and you agree the terms of your switch i.e. timelines, duration, resourcing, and training and support; you mitigate the risk of a messy and ‘difficult’ switch.

Perhaps the people who found their switch difficult weren’t armed with the right guidance and support on how to carry out a successful switch. And this led to a disappointing and stressful experience.

If you’ve already concluded that your current provider isn’t cutting the mustard, then whatever the perceived short-term cost of a switch – time, money, stress – it will undoubtedly cost more long term if you stick with your current provider.

Further, now you’ve read this guide, you’ve hopefully realised that switching – when done right – can be easy. Don’t be scared of switching because of the negative experiences of others, or because of the barriers to switching.

There’s no time like the present

If moving to a new HR provider is the right call for you and your business, then it’s time to get going! Just be sure to follow a thorough selection process, so that you choose the right provider who will commit to and deliver a timely and stress-free switch.